[Federal Register Volume 68, Number 115 (Monday, June 16, 2003)]
[Notices]
[Pages 35657-35669]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-15048]


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DEPARTMENT OF DEFENSE

Department of the Navy


Privacy Act of 1974; System of Records

AGENCY: Department of the Navy, DoD.

ACTION: Notice to amend systems of records.

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SUMMARY: The Department of the Navy is amending nine systems of records 
notices in its existing inventory of records systems subject to the 
Privacy Act of 1974, (5 U.S.C. 552a), as amended.
    The amendments are required to alert the users of these systems of 
records of the additional requirements of the Health Insurance 
Portability and Accountability Act (HIPAA) of 1996, as implemented by 
DoD 6025.18-R, DoD Health Information Privacy Regulation. Language 
being added under the `Routine Use' category is as follows:


    Note: This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.


DATES: This proposed action will be effective without further notice on 
July 16, 2003 unless comments are received which result in a contrary 
determination.

ADDRESSES: Send comments to Department of the Navy, PA/FOIA Policy 
Branch, Chief of Naval Operations, N09B10, 2000 Navy Pentagon, 
Washington, DC 20350-2000.

FOR FURTHER INFORMATION CONTACT: Mrs. Doris Lama at (202) 685-6545 or 
DSN 325-6545.

SUPPLEMENTARY INFORMATION: The Department of the Navy systems of 
records notices subject to the Privacy Act of 1974, (5 U.S.C. 552a), as 
amended, have been published in the Federal Register and are available 
from the address above.
    The specific changes to the records system being amended are set 
forth below followed by the notice, as amended, published in its 
entirety. The proposed amendments are not within the purview of 
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended, 
which requires the submission of a new or altered system report.

    Dated: June 5, 2003.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
N03461-2

SYSTEM NAME:
    POW Follow-up Program (March 2, 1994, 59 FR 9965).
* * * * *
    Routine uses of records maintained in the system, including 
categories of users and the purposes of such uses: Add to end of entry 
`Note: This system of records contains individually identifiable health 
information. The DoD Health Information Privacy Regulation (DoD 
6025.18-R) issued pursuant to the Health Insurance Portability and 
Accountability Act of 1996, applies to most such health information. 
DoD 6025.18-R may place additional procedural requirements on the uses 
and disclosures of such information beyond those found in the Privacy 
Act of 1974 or mentioned in this system of records notice.'
* * * * *
N03461-2

SYSTEM NAME:
    POW Follow-up Program.

System location:
    Naval Aerospace Medical Institute, Special Studies Department (25), 
Naval Air Station, Pensacola, FL 32508-1047.

Categories of individuals covered by the system:
    Prisoners of War (POWs) from 1974 to present; matched comparison 
group consisting of former aviators; some spouses.

Categories of records in the system:
    Medical records; X-rays; dental and somatotype photographs; 
newspaper clippings; research questionnaires, Social Security Number.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN).

Purpose(s):
    To research the effects of the captivity experience on the man and 
his family and for recommending changes in training and improved health 
care delivery services, as well as for professional publications.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    The DoD `Blanket Routine Uses' that appear at the beginning of the 
Navy's compilation of systems of records notices apply to this system.

    Note: This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Files consist of file folders, magnetic and video tapes, key-
punched IBM cards, computer tapes, microfiche and microfilm.

Retrievability:
    Retrieved by name.

Safeguards:
    All files in this system are protected by limited, controlled 
access, locked doors and class 6 security cabinets. Only professional 
and/or research staff with appropriate security clearances are given 
access to files.

Retention and disposal:
    Permanent.

[[Page 35658]]

SYSTEM MANAGER(S) AND ADDRESS:
    Head, POW Data Analysis Division, Naval Aerospace Medical 
Institute, Naval Air Station, Pensacola, FL 32508-1047.

NOTIFICATION PROCEDURE:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Commanding Officer, Naval Aerospace Medical Institute, ATTN: 
Code 25, Naval Air Station, Pensacola, FL 32508-1047.
    Individual should provide full name, military or civilian status, 
POW status, security clearance, and service affiliation.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Commanding Officer, Naval Aerospace Medical Institute, ATTN: Code 25, 
Naval Air Station, Pensacola, FL 32508-1047.
    Individual should provide full name, military or civilian status, 
POW status, security clearance, and service affiliation.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    Personal interviews with returned POWs and families of POW/MIA/KIA/
hostages/civilian POWs; newspapers and periodicals; Department of the 
Army; Bureau of Medicine and Surgery; and Marine Corps Headquarters.

Exemptions claimed for the system:
    None.
N06150-1

SYSTEM NAME:
    Medical Department Professional/Technical Personnel Development 
(February 22, 1993, 58 FR 10789).
Changes
* * * * *


ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Add to end of entry `Note: This system of records contains 
individually identifiable health information. The DoD Health 
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the 
Health Insurance Portability and Accountability Act of 1996, applies to 
most such health information. DoD 6025.18-R may place additional 
procedural requirements on the uses and disclosures of such information 
beyond those found in the Privacy Act of 1974 or mentioned in this 
system of records notice.'
* * * * *
N06150-1

System name:
    Medical Department Professional/Technical Personnel Development.

System location:
    Bureau of Medicine and Surgery, Navy Department, Washington, DC 
20372-5120; individual's duty station or reserve unit (see Directory of 
the Department of the Navy Mailing Addresses); Military Sealift 
Command, Navy Department, Washington, DC 20390; National Personnel 
Records Center, (Military Personnel Records), 9700 Page Avenue, St. 
Louis, Missouri 63132; National Personnel Records Center, (Civilian 
Personnel Records), 111 Winnebago Street, St. Louis, MO 63118; Bureau 
of Medicine and Surgery managed education and training activities; 
various colleges and universities affiliated with BUMED managed 
education and training activities. Official mailing addresses are 
published as an appendix to the Navy's compilation of systems of 
records notices.

Categories of individuals covered by the system:
    Navy (military and civilian) health care personnel; applicants to 
student status in Navy Aerospace Medicine, Navy Aerospace Physiology 
and Navy Aerospace Experimental Psychology; Navy (military and 
civilian) personnel qualified as divers or involved in other 
professional/specialty/technical training; Navy (military and civilian) 
personnel exposed to occupational/environmental hazards; distinguished/
noted civilian physicians employed by the Navy in capacity of lecturer/
consultant.

Categories of records in the system:
    Personnel records, including demographic, medical, and personal 
data, records of disciplinary, administrative, and credentialing, and 
punitive actions, curricula vitae of both active-duty and civilian 
lecturers/consultants.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 CFR part 20, Standards 
for Protection Against Radiation; and E.O. 9397 (SSN).

Purpose(s):
    To manage the Bureau of Medicine and Surgery's management of health 
care personnel, including education and training activities; 
procurement; assignments planning; professional/specialty/technical 
training; credentialing; promotional decisions; career development 
planning; evaluation of candidates for position of lecturer/consultant; 
mobilization, planning, and verification of reserve service; surgical 
team contingency planning.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    Information of adverse actions, including administrative or 
disciplinary actions or revocations of health care providers' clinical 
credentials may be disseminated to the various federal and state 
licensure boards, professional regulating bodies, and appropriate 
military and civilian organizations and facilities.
    The DoD `Blanket Routine Uses' that appear at the beginning of the 
Navy's compilation of systems of records notices apply to this system.


    Note: This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Automated records stored on disc, tape, punched cards, and machine 
listings. Manual records stored in card files and folders in filing 
cabinets.

Retrievability:
    Manual records retrieved by full name, Social Security Number, file 
numbers, program title or locator card.

[[Page 35659]]

Automated records retrieved by key to any data field.

Safeguards:
    Records maintained in monitored or controlled access rooms or 
areas; public access to the records is not permitted; computer hardware 
is located in supervised areas; access is controlled by password or 
other user code system; utilization reviews ensure that the system is 
not violated. Access is restricted to personnel having a need for the 
record in the performance of their duties. Buildings/rooms locked 
outside regular working hours.

Retention and disposal:
    Medical Department personnel professional development and training 
records; Headquarters, BUMED records--retained at BUMED for duration of 
member's service, then retired to NPRC, St. Louis for 10 year 
retention; COMNAVMEDCON field activities--retained 5 years, then 
destroyed.
    Radiation exposure records; personnel exceeding exposure limits--
retained at BUMED 50 years, then destroyed; all others--retained 5 
years, then destroyed.
    Surgical support team records; Headquarters, BUMED--destroyed upon 
termination of active duty service; BUMED field activities--destroyed 
upon termination of duty at the Medical Department facility.
    Curricular vitae of lecturers/consultants--destroyed upon 
termination of status at the Medical Department facility.

System manager(s) and address:
    Commander, Bureau of Medicine and Surgery, Navy Department, 
Washington, DC 20372-5120; Director, National Personnel Records Center, 
(Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132-
5100; Director, National Personnel Records Center, (Civilian Personnel 
Records), 111 Winnebago Street, St. Louis, MO 63118; Commanding 
Officers of naval activities, ships and stations.

Notification procedure:
    Offices where requester may visit to obtain information of records 
pertaining to the individual: Potomac Annex, 23rd and E Streets, NW., 
Washington, DC 20372-5120; Navy medical centers and hospitals; other 
Navy health care facilities; and BUMED managed education and training 
facilities.
    The individual should present proof of identification such as an 
I.D. Card, driver's license, or other type of identification bearing 
signature and photograph.
    Written requests may be addressed as follows:
    Active duty Navy members or civilian employees presently working 
for the Navy should address requests to the Commanding Officer of the 
Facility or ship where they are stationed or employed.
    Former members of the Navy should address requests to the Director, 
National Personnel Records Center, (Military Personnel Records), 9700 
Page Avenue, St. Louis, MO 63132-5100.
    Former civilian employees of the Navy should address requests to 
the Director, National Personnel Records Center, (Civilian Personnel 
Records), 111 Winnebago Street, St. Louis, MO 63118.
    All written requests should contain full name, rank, Social 
Security Number, file number (if any) and designator.

Record access procedures:
    Offices where requester may visit to obtain information of records 
pertaining to the individual: Potomac Annex, 23rd and E Streets, NW., 
Washington, DC 20372-5120; Navy medical centers and hospitals; other 
Navy health care facilities; and BUMED managed education and training 
facilities.
    The individual should present proof of identification such as an 
I.D. Card, driver's license, or other type of identification bearing 
signature and photograph.

Written requests may be addressed as follows:
    Active duty Navy members or civilian employees presently working 
for the Navy should address requests to the Commanding Officer of the 
Facility or ship where they are stationed or employed.
    Former members of the Navy should address requests to the Director, 
National Personnel Records Center, (Military Personnel Records), 9700 
Page Avenue, St. Louis, MO 63132-5100.
    Former civilian employees of the Navy should address requests to 
the Director, National Personnel Records Center, (Civilian Personnel 
Records), 111 Winnebago Street, St. Louis, MO 63118.
    All written requests should contain full name, rank, Social 
Security Number, file number (if any) and designator.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    Military headquarters, offices and commands; education institutions 
at training hospitals; boards, colleges and associations of 
professional licensure and medical specialties; personnel records; 
information submitted by the individual; automated system interface.

Exemptions claimed for the system:
    None.
N06150-2

System name:
    Health Care Record System (May 22, 1996, 61 FR 25637).
Changes
* * * * *


ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Add to end of entry `Note: This system of records contains 
individually identifiable health information. The DoD Health 
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the 
Health Insurance Portability and Accountability Act of 1996, applies to 
most such health information. DoD 6025.18-R may place additional 
procedural requirements on the uses and disclosures of such information 
beyond those found in the Privacy Act of 1974 or mentioned in this 
system of records notice.'
* * * * *
N06150-2

System name:
    Health Care Record System.

System location:
    Military outpatient health (medical and dental) records of active 
duty individuals are retained at the member's medical or dental 
treatment facility. Official mailing addresses are published as an 
appendix to the Navy's compilation of systems of records notices.
    Military outpatient health (medical and dental) records of current 
reservists are retained by the member's command. Military outpatient 
health (medical and dental) records of retired and separated 
individuals are retained at the National Personnel Records Center, 9700 
Page Avenue, St. Louis, MO 63132-5100; Naval Reserve Personnel Center, 
4400 Dauphine Street, New Orleans, LA 70149-7800; Marine Corps Reserve 
Support Center, 10905 El Monte,

[[Page 35660]]

Overland Park, KS 66211-1408; Bureau of Medicine and Surgery, 2300 E 
Street, Northwest, Washington, DC 20372-5300; or Commandant of the 
Marine Corps, Headquarters, U.S. Marine Corps, 2 Navy Annex, 
Washington, DC 20380-0001.
    Inpatient health records are retained at the originating naval 
medical treatment facility (official mailing addresses are published as 
an appendix to the Navy's compilation of system of records notices); 
Department of Veterans Affairs Hospitals; other medical treatment 
facilities such as PRIMUS; National Personnel Records Center 
(Military), 9700 Page Avenue, St. Louis, MO 63132-5100; National 
Personnel Records Center (Civilian), 111 Winnebago Street, St. Louis, 
MO 63118-4199; Naval Reserve Personnel Center, 4400 Dauphine Street, 
New Orleans, LA 70149-7800; Marine Corps Reserve Support Center, 10950 
El Monte, Overland Park, KS 66211-1408; Medical Director, American Red 
Cross, Washington, DC 20226; Bureau of Medicine and Surgery, 2300 E 
Street, Northwest, Washington, DC 20372-5300; or Commandant of the 
Marine Corps, Headquarters, U.S. Marine Corps, 2 Navy Annex, 
Washington, DC 20380-0001.
    Outpatient health (medical and dental) treatment records of 
civilians are retained at the originating naval medical or dental 
treatment facility (official mailing addresses are published as an 
appendix to the Navy's compilation of system of records notices); 
Department of Veterans Affairs Hospitals; other medical treatment 
facilities such as PRIMUS; National Personnel Records Center, (Military 
Personnel Records), 9700 Page Avenue, St. Louis, MO 63132-5100; 
National Personnel Records Center, (Civilian Personnel Records), 111 
Winnebago Street, St. Louis, MO 63118-4199; Medical Director, American 
Red Cross, Washington, DC 20226; Bureau of Medicine and Surgery, 2300 E 
Street, Northwest, Washington, DC 20372-5300; or Commandant of the 
Marine Corps, Headquarters, U.S. Marine Corps, 2 Navy Annex, 
Washington, DC 20380-0001.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Navy and Marine Corps personnel, other military personnel, 
dependents, retired and separated military personnel and dependents, 
civilian employees, Red Cross personnel, foreign personnel, VA 
beneficiaries, humanitarian patients, and all other individuals who 
receive treatment at a Navy medical or dental treatment facility. All 
commercial insurance carriers with whom the Department of the Navy has 
filed a claim under the Third Party Payers Act.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Outpatient and inpatient health (medical and dental) records 
contain forms documenting care and treatment. These records contain 
patient and sponsor demographic data.
    Secondary health records contain forms documenting care and 
treatment at specific departments or clinics.
    Subsidiary health records contain information from individual 
health records and supporting documentation. Examples are: X-ray files; 
electrocephalogram tracing files; laboratory or secondary treatment 
record with supporting documentation or they may be based on the files; 
pharmacy files, social work case files; alcohol rehabilitation files; 
psychiatric or psychology case files, including psychology files 
documenting the clinical psychological evaluation of individuals for 
suitability for certain assignments; nursing care plans; medication and 
treatment cards, stat/daily orders; patient intake and output forms; 
ward reports; day books; nursing service reports; pathology and 
clinical laboratory reports; tumor registries; autopsy reports; 
laboratory information system (LABIS); blood transfusion reaction 
records; blood donor and blood donor center records; pharmacy records, 
surgery records, and vision records and reports; communicable disease 
case files, statistics, and reports; occupational health, industrial, 
and environmental control records, statistics, and reports, including 
data concerning periodic and total lifetime accumulated exposure to 
occupational/environmental hazards; emergency room and sick call logs; 
family advocacy case files, statistics, reports, and registers; 
psychiatric workload statistics and unit evaluations; gynecology 
malignancy data, etc.
    Aviation physical examinations and evaluation case files contain 
medical records documenting fitness for admission or retention in 
aviation programs.
    Marine Security Guard Battalion psychological examination, 
evaluation, and treatment case files contain medical records 
documenting suitability for assignment as Embassy Guards.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1095, Collection 
from Third Party Payers Act; 10 U.S.C. 5131 (as amended); 10 U.S.C. 
5132; 44 U.S.C. 3101; 10 CFR part 20, Standards for Protection Against 
Radiation; and E.O. 9397 (SSN).

Purpose(s):
    This system is used by officials, employees and contractors of the 
Department of the Navy (and members of the National Red Cross in naval 
medical treatment facilities) in the performance of their official 
duties relating to the health and medical treatment of Navy and Marine 
Corps members; physical and psychological qualifications and 
suitability of candidates for various programs; personnel assignment; 
law enforcement; dental readiness; claims and appeals before the 
Council of Personnel Boards and the Board for Correction of Naval 
Records; member's physical fitness for continued naval service; 
litigation involving medical care; performance of research studies and 
compilation of statistical data; implementation of preventive medicine 
programs and occupational health surveillance programs; implementation 
of communicable disease control programs; and management of the Bureau 
of Medicine and Surgery's Radiation program and to report data 
concerning individual's exposure to radiation.
    This system is also used for the initiation and processing, 
including litigation, of affirmative claims against potential third 
party payers.
    This system is used by officials and employees of other components 
of the Department of Defense in the performance of their official 
duties relating to the health and medical treatment of those 
individuals covered by this record system; physical and psychological 
qualifications and suitability of candidates for various programs; and 
the performance of research studies and the compilation of medical 
data.
    Routine uses of records maintained in the system, including 
categories of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    To officials and employees of the Department of Veterans Affairs in 
the performance of their official duties relating to the adjudication 
of veterans' claims and in providing medical care to Navy and Marine 
Corps members.
    To officials and employees of other departments and agencies of the 
Executive Branch of Government upon request in the performance of their

[[Page 35661]]

official duties related to review of the physical qualifications and 
medical history of applicants and employees who are covered by this 
record system and for the conduct of research studies.
    To private organizations (including educational institutions) and 
individuals for authorized health research in the interest of the 
Federal Government and the public. When not considered mandatory, 
patient identification data shall be eliminated from records used for 
research studies.
    To officials and employees of the National Research Council in 
cooperative studies of the National History of Disease.
    To officials and employees of local and state governments and 
agencies in the performance of their official duties relating to public 
health and welfare, communicable disease control, preventive medicine, 
child and spouse abuse prevention and public safety.
    To officials and employees of local and state governments and 
agencies in the performance of their official duties relating to 
professional certification, licensing and accreditation of health care 
providers.
    To law enforcement officials to protect the life and welfare of 
third parties. This release will be limited to necessary information. 
Consultation with the hospital or regional judge advocate is advised.
    To spouses of service members (including reservists) who are 
infected with the Human Immunodeficiency Virus. This release will be 
limited to HIV positivity information. Procedures for informing spouses 
will be published by the Director, Naval Medicine and must be used.
    To military and civilian health care providers to further the 
medical care and treatment of the patient.
    To release radiation data per 10 CFR part 20.
    To third parties in those cases where the Government is seeking 
reimbursement under the Third Party Payers Act.
    When required by federal statute, by executive order, or by treaty, 
medical record information will be disclosed to the individual, 
organization, or government agency, as necessary.
    The DoD `Blanket Routine Uses' that appear at the beginning of the 
Navy's compilation of system of records notices also apply to this 
system.


    Note:
    Records of identity, diagnosis, prognosis or treatment of any 
patient which are maintained in connection with the performance of 
any program or activity relating to substance abuse education, 
prevention, training, treatment, rehabilitation, or research, which 
is conducted, regulated, or directly or indirectly assisted by any 
department or agency of the United States, except as provided in 42 
U.S.C. 290dd-2, be confidential and be disclosed only for the 
purposes and under the circumstances expressly authorized under 42 
U.S.C. 290dd-2. The DoD `Blanket Routine Uses' do not apply to these 
types of records.


    Note:
    This system of records contains individually identifiable health 
information. The DoD Health Information Privacy Regulation (DoD 
6025.18-R) issued pursuant to the Health Insurance Portability and 
Accountability Act of 1996, applies to most such health information. 
DoD 6025.18-R may place additional procedural requirements on the 
uses and disclosures of such information beyond those found in the 
Privacy Act of 1974 or mentioned in this system of records notice.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
STORAGE:
    Primary, secondary, and subsidiary medical health records are 
stored in file folders, microform, on magnetic tape, personal 
computers, machine listings, discs, and other computerized or machine 
readable media.

Retrievability:
    Military health (medical and dental) treatment records are filed 
and maintained by the last four digits of the military member's Social 
Security Number, the member's last name, or the member's Social 
Security Number. A locator case file cross-references the patient's 
name with the location of his/her record.
    Inpatient (clinical) health records are filed and maintained by the 
last four digits of the sponsor's Social Security Number or a register 
number. A manual or automatic register of patients is kept at each Navy 
medical treatment facility. The location of the file can be determined 
by a seven-digit register number or the patient's name.
    Outpatient (medical and dental) health records are filed and 
maintained by the sponsor's Social Security Number or date of birth, 
relationship to the sponsor, and name. A locator file cross-references 
the patient's name with the location of his/her record.
    Treatment records retired to a Federal Records Center prior to 1971 
are retrieved by the name and service number or file number. After that 
date, records are retrieved by name and Social Security Number.
    Aviation medical records are filed and maintained by Social 
Security Number and name.
    Marine Security Guard Battalion psychological examination, 
evaluation, and treatment case files contain medical records 
documenting fitness for assignment as Embassy Guards and are filed and 
maintained by Social Security Number and name. Subsidiary health care 
records may or may not be identified by patient identifier. When they 
are, they may be retrieved by name and Social Security Number.

Safeguards:
    Records are maintained in various kinds of filing equipment in 
specific monitored or controlled access rooms or areas; public access 
is not permitted. Computer terminals are located in supervised areas. 
Access is controlled by password or other user code system. Utilization 
reviews ensure that the system is not violated. Access is restricted to 
personnel having a need for the record in providing further medical 
care or in support of administrative/clerical functions. Records are 
controlled by a charge-out system to clinical and other authorized 
personnel.

Retention and disposal
    Health care records are retained, retired, and disposed of in 
accordance with Secretary of the Navy Instruction 5215.5 (Disposal of 
Navy Marine Corps Records) and Bureau of Medicine and Surgery 
Instruction 6150.1 (Health Care Treatment Records). Specifics are given 
below:
    Military health (medical and dental) records are transferred with 
the member upon permanent change of duty station to his/her new duty 
station. These records are retired to the National Personnel Records 
Center, (Military Personnel Records), 9700 Page Avenue, St. Louis, MO 
63132-5100; Naval Reserve Personnel Center, 4400 Dauphine Street, New 
Orleans, LA 70149-7800; and Marine Corps Reserve Support Center, 10950 
El Monte, Overland Park, KS 66211-1408.
    Inpatient health records are transferred to the National Personnel 
Records Center, (Military Personnel Records), 9700 Page Avenue, St. 
Louis, MO 63132-5100 or to the National Personnel Records Center, 
(Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 
63118-4199, two years after the calendar year of the last date of 
treatment.
    Outpatient health records of civilians are transferred to the 
National Personnel Records Center, (Military Personnel Records), 9700 
Page Avenue, St. Louis, MO 63132-5100 or to the National Personnel 
Records Center, (Civilian Personnel Records), 111 Winnebago Street, St. 
Louis, MO 63118-4199, two years after the calendar year of the last 
date of treatment.

[[Page 35662]]

    X-ray files are retained on-site and destroyed three years after 
the last x-ray in the file. Asbestos x-rays are retained on site 
indefinitely.
    Secondary health records may be retained separate from the health 
record. A notation is made in the health record that these records 
exist and where they are being kept. When the health record is retired 
or the patient transfers, these records should be entered in the health 
record.
    Aviation medical records are retained at the activity and destroyed 
when 30 years old.
    Marine Security Guard Battalion psychological examination, 
evaluation, and treatment case files containing medical records 
documenting fitness for assignment as Embassy Guards are retained at 
the activity and destroyed after 50 years.
    Clinical psychology case files documenting suitability for special 
assignment will be retained at the originating medical treatment 
facility and destroyed when 50 years old.
    Radiation exposure records for personnel are maintained 
indefinitely in the health record, and in a centralized exposure 
registry held by the Navy Environmental Health Center Detachment, Naval 
Dosimetry Center, Bethesda, MD 20889-5614.

System manager(s) and address:
    Service medical (health and dental) records for active and reserve, 
Navy and Marine Corps: Chief, Bureau of Medicine and Surgery, 2300 E 
Street, Northwest, Washington, DC 20372-5300; Commanding Officers, 
Naval Activities, Ships and Stations; and, Director, National Personnel 
Records Center, Military Personnel Records, 9700 Page Avenue, St. 
Louis, MO 63132-5100. Official mailing addresses are published as an 
appendix to the Navy's compilation of system of record notices.
    Inpatient and outpatient treatment records: Chief, Bureau of 
Medicine and Surgery, 2300 E Street, Northwest, Washington, DC 20372-
5300; Commanding Officers and Officers-in-Charge of naval medical 
treatment facilities; and, Director, National Personnel Records Center, 
Military Personnel Records, 9700 Page Avenue, St. Louis, MO 63132-5100. 
Official mailing addresses are published as an appendix to the Navy's 
compilation of system of record notices.

Notification procedure:
    Active duty Navy and Marine Corps personnel and drilling members of 
the Navy and Marine Corps Reserves seeking to determine whether this 
system of records contains information about themselves should address 
written inquiries to the originating medical or dental treatment 
facility. Official mailing addresses are published as an appendix to 
the Navy's compilation of system of record notices.
    Inactive Naval Reservists should address requests for information 
to the Naval Reserve Personnel Center, 4400 Dauphine Street, New 
Orleans, LA 70149-7800. Marine Reservists should address requests for 
information to Marine Corps Reserve Support Center, 10950 El Monte, 
Overland Park, KS 66211-1408. Former members who have no further 
reserve or active duty obligations should address requests for 
information to the Director, National Personnel Records Center, 
(Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132-
5100.
    All written requests should contain the full name and Social 
Security Number of the individual, his/her signature, and in those 
cases where his/her period of service ended before 1971, his/her 
service or file number. In requesting records for personnel who served 
before 1964, information provided to the National Personnel Records 
Center should also include date and place of birth and dates of periods 
of active Naval service.
    Records may be requested in person. Proof of identification will 
consist of the Armed Forces Identification Card or by other types of 
identification bearing picture and signature.
    Requests for inpatient records within two years of inpatient stay 
should be addressed to the Commanding Officer of the hospital where the 
individual was treated.
    Requests for inpatient records after two years after inpatient stay 
should be addressed to the Director, National Personnel Records Center, 
(Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 
63118-4199 or to the Director, National Personnel Records Center, 
(Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132-
5100.
    Requests for subsidiary medical records should be addressed to the 
Commanding Officer of medical or dental center where treatment was 
received.
    The following data should be provided: Full name, Social Security 
Number, status, date(s) of treatment or period of hospitalization, 
address at time of medical treatment, and service number.
    Full name, date, and place of birth, I.D. card or driver's license, 
or other identification to sufficiently identify the individual with 
the medical records held by the treatment facility must be presented.

Record access procedures:
    Individuals seeking access to record about themselves contained in 
this system of records should address written inquiries to the medical 
or dental treatment facility where treatment was received or to the 
officials listed under `Notification procedure'.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    Reports from attending and previous physicians and other medical 
personnel regarding the results of physical, dental, and mental 
examinations, treatment, evaluation, consultation, laboratory, x-rays, 
and special studies conducted to provide health care to the individual 
or to determine the individual's physical and dental qualification.

Exemptions claimed for the system:
    None.
N06150-3

System name:
    Naval Health/Dental Research Center Data File (February 22, 1993, 
58 FR 10793).
Changes
* * * * *


Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add to end of entry `Note: This system of records contains 
individually identifiable health information. The DoD Health 
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the 
Health Insurance Portability and Accountability Act of 1996, applies to 
most such health information. DoD 6025.18-R may place additional 
procedural requirements on the uses and disclosures of such information 
beyond those found in the Privacy Act of 1974 or mentioned in this 
system of records notice.'
* * * * *
N06150-3

System Name:
    Naval Health/Dental Research Center Data File.

[[Page 35663]]

System location:
    Naval Medical Research and Development Command, Naval Medical 
Research Institute and/or Naval Dental Research Institute to which 
individual is assigned. Official mailing addresses are published as an 
appendix to the Navy's compilation of systems of records notices.

Categories of individuals covered by the system:
    For medical: Navy and Marine Corps personnel on active duty since 
1960 to date. Civilians taking part in Operation Deep Freeze, 1964 to 
date.
    For dental: Navy and Marine Corps personnel on active duty since 
1967 to date.

Categories of records in the system:
    Extracts of information from official medical/dental and personnel 
records, results of dental examinations conducted by staff research 
scientists, as well as information dealing with biographical, 
attitudes, and questions relating to medical and dental health patterns 
during active service or prior to active duty.

Authority for maintenance of the system:
    10 U.S.C. 5013 and E.O. 9397 (SSN).

Purpose(s):
    To research, monitor and analyze the types and frequency of medical 
and dental diseases and illnesses in Navy and Marine Corps personnel.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    The DoD `Blanket Routine Uses' that appear at the beginning of the 
Navy's compilation of systems of records notices apply to this system.


    Note: This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.

Policies and practices for storing, retrieving, accessing, retaining, 
and DISPOSING OF RECORDS in the system:
STORAGE:
    Files are maintained on magnetic tape, flexible and hard disks, 
paper files, punch cards and optically marked cards.

Retrievability:
    Retrievability is by Social Security Number or service number as 
appropriate for military and former military personnel. Civilians are 
by name only.

Safeguards:
    Access is restricted to personnel having a need to work with the 
research data stored. Access is controlled by password for health 
records stored on magnetic tape. Computerized dental research records 
contain I.D. numbers that can be matched to Social Security Number's on 
code sheets maintained by research personnel.

Retention and Disposal:
    Research records are permanent. They are maintained for five years 
at the activity performing the research and then retired to the Federal 
Records Center, St. Louis, MO.

System manager(s) and address:
    Commanding Officer of the activity in question. Official mailing 
addresses are published as an appendix to the Navy's compilation of 
systems of records notices.

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Commanding Officer of the activity in question. Official mailing 
addresses are published as an appendix to the Navy's compilation of 
systems of records notices.
    Navy and Marine Corps personnel and former serving members must 
provide a Social Security Number or service number as appropriate, give 
the branch of service, and years of active duty. Civilians in Operation 
Deep Freeze must identify themselves by full name and the year in which 
they wintered over.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Commanding Officer of the activity in question. Official mailing 
addresses are published as an appendix to the Navy's compilation of 
systems of records notices.
    Navy and Marine Corps personnel and former serving members must 
provide a Social Security Number or service number as appropriate, give 
the branch of service, and years of active duty. Civilians in Operation 
Deep Freeze must identify themselves by full name and the year in which 
they wintered over.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    Information is derived from (a) Medical Treatment Record Systems, 
including medical, dental, health records, inpatient treatment records 
and outpatient treatment records, (b) Personnel Records System and 
Personnel Rehabilitation Support System, (c) Enlisted Master File, (d) 
information provided by the members themselves on a volunteer basis in 
response to specific research questionnaires and forms, and (e) 
information provided by the members' peers and superiors.

Exemptions claimed for the system:
    None.
N06150-4

System name:
    DoD Birth Defects Registry (December 1, 2000, 65 FR 75258).
Changes
* * * * *


Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add to end of entry `Note: This system of records contains 
individually identifiable health information. The DoD Health 
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the 
Health Insurance Portability and Accountability Act of 1996, applies to 
most such health information. DoD 6025.18-R may place additional 
procedural requirements on the uses and disclosures of such information 
beyond those found in the Privacy Act of 1974 or mentioned in this 
system of records notice.'
* * * * *
N06150-4

SYSTEM NAME:
    DoD Birth Defects Registry.

[[Page 35664]]

System location:
    Naval Health Research Center, Emerging Illness Division, P.O. Box 
85122, San Diego, CA 92186-5122.

Categories of individuals covered by the system:
    DoD beneficiary infants born in both military and civilian medical 
facilities beginning October 1, 1993, and their parents.

Categories of records in the system:
    Demographic data and health data potentially related to a birth 
defect.

Authority for maintenance of the system:
    10 U.S.C. 131, Office of the Secretary of Defense; 10 U.S.C. 136, 
Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 2358, 
Research and Development Projects; E.O. 9397 (SSN); and OASD/HA Policy 
for National Surveillance for Birth Defects Among Department of Defense 
(DoD) Health Care Beneficiaries Clinical Policy 99-006 dated November 
17, 1998.

Purpose(s):
    To determine those birth defects that are most common within this 
population; to provide information regarding increases, if any, in the 
incidence of specific malformations; to compare rates stratified by 
beneficiary status (military or dependent) and among active-duty 
personnel, by occupation; to identify geographical or military service-
related areas of reproductive concern for cluster analysis; to identify 
any correlation of rates of defects with changing trends in cultural, 
social, and environmental factors; and to provide a data repository 
that future investigators and policy makers might use to study 
militarily important birth defects hypotheses.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    To the Social Security Administration (SSA) for considering 
individual claims for benefits for which SSA is responsible.
    To the Department of Veterans Affairs (DVA) for considering 
individual claims for benefits for which that DVA is responsible, and 
for use in scientific, medical and other analysis regarding 
reproductive outcomes research associated with military service.
    To the Department of Health and Human Services, Centers for Disease 
Control and Prevention and state birth defect registries for use in 
scientific, medical and other analysis regarding reproductive outcomes 
research associated with military service.
    The DoD `Blanket Routine Uses' that appear at the beginning of the 
Navy's compilation of systems notices apply to this system.


    Note: This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Computerized and paper records.

Retrievability:
    Name and Social Security Number.

Safeguards:
    Access provided on a need-to-know basis only. Computerized 
information is password protected and maintained is a locked and/or 
guarded office.

Retention and disposal:
    Records are destroyed when three years old or discontinuance of 
function, whichever is earlier.

System manager(s) and address:
    Policy Official: Chief, Bureau of Medicine and Surgery, 2300 E 
Street, NW., Washington, DC 20372-5300.
    System manager: Commanding officer of the activity in question. 
Official mailing addresses are published as an appendix to the Navy's 
compilation of systems of records notices.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to the commanding officer of the activity where assigned.
    The request should contain full name, Social Security Number, and 
must be signed.

Record access procedures:
    Individuals seeking access to records contained in this system of 
records should address written inquiries to the commanding officer of 
the activity where assigned.
    The request should contain full name, Social Security Number, and 
must be signed.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    Individual, American Red Cross, blood donors, hospitals, persons 
seeking replacement of blood.

Exemptions claimed for the system:
    None.
N06150-5

System name:
    Millennium Cohort Study (August 17, 2001, 66 FR 43237).
Changes
* * * * *


Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add to end of entry `Note: This system of records contains 
individually identifiable health information. The DoD Health 
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the 
Health Insurance Portability and Accountability Act of 1996, applies to 
most such health information. DoD 6025.18-R may place additional 
procedural requirements on the uses and disclosures of such information 
beyond those found in the Privacy Act of 1974 or mentioned in this 
system of records notice.'
* * * * *
N06150-5

System name:
    Millennium Cohort Study.

System location:
    Naval Health Research Center, Emerging Illness Division, P.O. Box 
85122, San Diego CA 92186-5122.

Categories of individuals covered by the system:
    An initial probability-based, cross-sectional sample of 100,000 
U.S. Armed Forces personnel (active duty Army, Navy, Marine Corps, and 
Coast Guard and reserve/National Guard), as of October 2000, that will 
be followed prospectively by postal surveys every 3 years over a 21-
year period. The initial sample of 100,000 persons will be comprised of 
30,000 individuals who

[[Page 35665]]

have been deployed to Southwest Asia, Bosnia, or Kosovo since August 
1997, and 70,000 individuals who have not been deployed to these 
conflicts. In October 2004 and October 2007, a random sample of 20,000 
new Armed Forces personnel will be added to the cohort. The total of 
140,000 individuals will be followed until the year 2022.

Categories of records in the system:
    Demographic data, such as name, Social Security Number, rank, 
grade, gender, military occupational specialty. Health data, such as 
self-reported medical conditions and symptoms, smoking and drinking 
behaviors. Validated instruments will be incorporated to capture self-
assessed physical and mental functional status (Short Form-36 
Veterans), psychosocial assessment (Patient Health Questionnaire), and 
posttraumatic stress disorder (Patient Checklist-17).
    Information obtained from the survey responses will be supplemented 
with deployment, occupational, vaccination, and healthcare utilization 
data) related to individual health status.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under 
Secretary of Defense for Personnel and Readiness; and E.O. 9397 (SSN); 
DoD Protocol Number 32227; Sec 743, National Defense Authorization Act 
for Fiscal Year 1999; Sec 735, National Defense Appropriations Act for 
Fiscal Year 2001; Defense Technology Objective MD.25 Deployed Force 
Health Protection: Predicting Warfighter Resilience.

Purpose(s):
    To create a probability-based, cross sectional database of selected 
veterans who have, or have not, deployed overseas so that various 
longitudinal health and research studies may be conducted over a 21 
year period. The database will be used:
    a. To systematically collect population-based demographic and 
health data to evaluate the health of Armed Forces personnel throughout 
their careers and after leaving service.
    b. To evaluate the impact of operational deployments on various 
measures of health over time including medically unexplained symptoms 
and chronic diseases such as cancer, heart disease and diabetes.
    c. To serve as a foundation upon which other routinely captured 
medical and deployment data may be added to answer future questions 
regarding the health risks of operational deployment, occupations, and 
general service in the Armed Forces.
    d. To examine characteristics of service in the Armed Forces 
associated with common clinician-diagnosed diseases and with scores on 
several standardized self-reported health inventories for physical and 
psychological functional status.
    e. To provide a data repository and available representative Armed 
Forces cohort that future investigators and policy makers might use to 
study important aspects of service in the Armed Forces including 
disease outcomes among a Armed Forces cohort.
    In addition to revealing changes in veterans' health status over 
time, the Millennium Cohort Study will serve as a data repository, 
providing a solid foundation upon which additional epidemiological 
studies may be constructed.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 522a(b)(3):
    To the Department of Veterans Affairs (DVA) for (1) considering 
individual claims for benefits for which that DVA is responsible; and 
(2) for use in scientific, medical and other analysis regarding health 
outcomes research associated with military service.
    To the Department of Health and Human Services, Centers for Disease 
Control and Prevention for use in scientific, medical and other 
analysis regarding health outcome research associated with military 
service.


    Note: All disclosures to the DVA and HHS must have prior 
approval of the Naval Health Research Center Institutional Review 
Board and a Memorandum of Understanding must be entered into to 
ensure the right and obligations of the signatories are clear. 
Access to data (1) is provided on need-to-know basis only; (2) must 
adhere to the rule of minimization in that only information 
necessary to accomplish the purpose for which the disclosure is 
being made is releasable; and (3) must follow strict guidelines 
established in the data sharing agreement.

    To the Social Security Administration (SSA) for considering 
individual claims for benefits for which that SSA is responsible.
    The DoD ``Blanket Routine Uses'' that appear at the beginning of 
the Navy's compilation of systems of records notices apply to this 
system.


    Note: This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Automated databases; electronic records are stored on magnetic 
media.

Retrievability:
    Records are retrieved by military service member's name and Social 
Security Number.

Safeguards:
    Access to areas where records are maintained is limited to 
authorized personnel. Access control devices protect areas during 
working hours and intrusion alarm devices during non-duty hours. Access 
to data is provided on need-to-know basis only. Password or other user 
code controls access to data.

Retention and disposal:
    Disposition pending (until the National Archives and Records 
Administration has approved the retention and disposition schedule for 
these records, treat then as permanent.

System manager(s) and address:
    Policy Official: Commanding Officer, Naval Health Research Center, 
Box 85122, San Diego, CA 92186-5122.
    Record Holder: Senior Investigator, The Millennium Cohort Study, 
Naval Health Research Center, Emerging Illness Division, P.O. Box 
85122, San Diego, CA 92186-5122

Notification procedure:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the Senior Investigator, The Millennium Cohort Study, Naval Health 
Research Center, Emerging Illness Division, P.O. Box 85122, San Diego, 
CA 92186-5122.
    The request should contain the service member's name and Social 
Security Number and must be signed by the service member requesting the 
information.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the Senior 
Investigator, The

[[Page 35666]]

Millennium Cohort Study, Naval Health Research Center, Emerging Illness 
Division, PO Box 85122, San Diego, CA 92186-5122.
    The request should contain the service member's name and Social 
Security Number and must be signed by the service member requesting the 
information.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    Individual participant survey instruments; Composite Health Care 
System; Corporate Executive Information Systems; Defense Manpower Data 
Center; Defense Enrollment Eligibility Reporting System; Civilian 
Health and Medical Program of the Uniformed Services; survey research 
instruments and health research records at Naval Medical Center, San 
Diego; and individual physical exams and biological specimens.

Exemptions claimed for the system:
    None.
N06320-1

System name:
    Health Care Accounts and Insurance Information (February 22, 1993, 
58 FR 10794).
Changes
* * * * *


Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add to end of entry `Note: This system of records contains 
individually identifiable health information. The DoD Health 
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the 
Health Insurance Portability and Accountability Act of 1996, applies to 
most such health information. DoD 6025.18-R may place additional 
procedural requirements on the uses and disclosures of such information 
beyond those found in the Privacy Act of 1974 or mentioned in this 
system of records notice.'
* * * * *
N06320-1

System name:
    Health Care Accounts and Insurance Information.

System location:
    Primary System is located at the Bureau of Medicine and Surgery, 
2300 E Street, NW., Washington, DC 20372-5300.
    Decentralized Segments are located at the Naval Hospitals and 
Medical Clinics which provide services or perform work giving rise to 
such accounts receivable. Official mailing addresses are published as 
an appendix to the Navy's compilation of system of record notices.

Categories of individuals covered by the system:
    Any individual receiving health care treatment or examination 
services funded by the Navy Medical Department. Coverage also includes 
sponsors and other persons responsible for the debts of such persons. 
All commercial insurance carriers with whom the Department of the Navy 
has filed a claim under the Third Party Payers Act.

Categories of records in the system:
    Individual's name and Social Security Number, sponsor's Social 
Security Number, if applicable, pay grade, branch of service of 
service, duty station address, account number, activity performing 
service, patient's insurance information, civilian employer, patient 
category, time and dates of service, units of service, physicians' and 
hospitals' statements of service a total charges for treatment 
including interest, administrative and penalty charges, payment 
receipts, admission documents, correspondence relating to collection 
attempts to ascertain eligibility status, patient category, and third 
party insurer liability, records of payment received and outstanding 
balances, letter reports of uncollectible accounts receivable, records 
suspending or terminating collection action or effecting compromise 
settlement agreements, and requests for recovery of CHAMPUS funds and 
substantiating documents.

Authority for maintenance of the system:
    31 U.S.C. 191-195, 227, and 952 (also known as the Federal Claims 
Collection Act of 1966); 10 U.S.C. 1078-1079 and 1095; 37 U.S.C. 702, 
705, and 1007; E.O. 9397 (SSN); and, 10 U.S.C. 1095, Collection From 
Third Party Payers Act.

Purpose(s):
    To identify and facilitate payment of amounts owed the U.S. Users 
of the information include Bureau of Medicine and Surgery personnel who 
are directly involved in processing payments or billings of patient 
accounts. The information is used to determine amounts owed, methods to 
be employed to effect recovery, whether or not the claim can be 
compromised or collection action thereon terminated or suspended.
    To determine amounts owed by third party health insurers, and to 
collect charges for utility bills and other miscellaneous items. File 
may be forwarded to the Naval Criminal Investigative Service for 
investigation or to any component of DOD, as needed, in the performance 
of their duties related to same.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    To third parties in those cases where the Government is seeking 
reimbursement under the Third Party Payers Act.
    The DoD `Blanket Routine Uses' that appear at the beginning of the 
Navy's compilation of systems notices also apply to this system.


    Note: This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.

Disclosure to consumer reporting agencies:
    Disclosure pursuant to 5 U.S.C. 552a(b)(12) may be made from this 
system to consumer reporting agencies as defined in the Fair Credit 
Reporting Act of 1966 (15 U.S.C. 1681a(f)) or the Federal Claims 
Collection Act of 1966 (31 U.S.C. 3701(a)(3)). The disclosure is 
limited to information necessary to establish the identity of the 
individual, including name, address, and taxpayer identification number 
(Social Security Number); the amount, status, and history of the claim; 
and the agency or program under which the claim arose for the sole 
purpose of allowing the consumer reporting agency to prepare a 
commercial credit report.

[[Page 35667]]

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Automated records stored on disc, tape, punched cards, and machine 
listings. Manual records stored on index cards (3x5) in card files and 
in file folders and reading files.

Retrievability:
    Automated records are retrieved by either a query or a request for 
a standard report. Data may be indexed by any data element although the 
primary search keys are name and Social Security Number. Paper records 
are filed alphabetically by last name of debtor.

Safeguards:
    Access to the automated system requires user account number and 
password sign on. Access to the paper records and/or terminals are 
limited to authorized personnel that are properly screened and trained. 
Office space where records and/or terminals are located is locked after 
official working hours.

RETENTION AND DISPOSAL:
    Records are retained in active file until collection action has 
been completed, compromised, suspended, or terminated. They are held in 
inactive file until statute of limitations has run and then destroyed.

System manager(s) and address:
    Chief, Bureau of Medicine and Surgery, 2300 E Street, NW., 
Washington, DC 20372-5300, and Commanding Officers of Medical Treatment 
Facilities. Official mailing addresses are published as an appendix to 
Navy's compilation of system of record notices.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to the Chief, Bureau of Medicine and Surgery, 2300 E Street, NW., 
Washington, DC 20372-5300 or to the Commanding Officer of the Medical 
Treatment Facility where treatment was received. Requests should 
provide the full name of the patient and sponsor, the military or 
dependency status of the patient and sponsor, and the location and 
approximate dates of treatment or examination. Driver's license and/or 
military I.D. card will be considered adequate proof of identity.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system of records should address written inquiries to the Chief, 
Bureau of Medicine and Surgery, 2300 E Street, NW., Washington, DC 
20372-5300 or to the Commanding Officer of the Medical Treatment 
Facility where treatment was received. Requests should provide the full 
name of the patient and sponsor, the military or dependency status of 
the patient and sponsor, and the location and approximate dates of 
treatment or examination. Driver's license and/or military I.D. card 
will be considered adequate proof of identity.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    Automated patient administration system records produced at Medical 
Treatment Facilities include but are not limited to Inpatient 
Admission/Disposition Records, NAVMEDCOM 6300/5; Report of Treatment 
Furnished Pay, Patients-Hospitalization/Outpatient Treatment Furnished, 
DOD 7/7A, Part A/B. Other record source categories are: OCHAMPUS, 
Denver; U.S. Postal Service; Military Locator Service; State 
Departments of Motor Vehicles; any component of the DOD; the Department 
of Justice, the General Accounting Office, retail credit associations, 
financial institutions, current or previous employers, educational 
institutions, trade associations, automated system interfaces, local 
law enforcement agencies, the Department of Health and Human Services, 
the Internal Revenue Service, and the Office of Personnel Management.

Exemptions claimed for the system:
    None.
N06320-3

System name:
    Quality Assurance/Risk Management (February 22, 1993, 58 FR 10797).
Changes:
* * * * *


Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add to end of entry `Note: This system of records contains 
individually identifiable health information. The DoD Health 
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the 
Health Insurance Portability and Accountability Act of 1996, applies to 
most such health information. DoD 6025.18-R may place additional 
procedural requirements on the uses and disclosures of such information 
beyond those found in the Privacy Act of 1974 or mentioned in this 
system of records notice.'
* * * * *
N06320-3

System name:
    Quality Assurance/Risk Management.

System location:
    Bureau of Medicine and Surgery, Navy Department, Washington, DC 
20372-5300; health care treatment facilities. Official mailing 
addresses are published as an appendix to the Navy's compilation of 
record system notices.

Categories of individuals covered by the system:
    Naval Military health care providers including active duty, 
reserve, retired, and separated personnel; Naval civilian health care 
providers including government employees, volunteers, and contractors.

Categories of records in the system:
    Credentialing records including Individual Credentials Files, 
Clinical Activity Files, Clinical Performance Profiles, Performance 
Appraisal Reports and other records including administrative and 
disciplinary proceedings; records of current and past employment and/or 
assignment, current and past clinical privileges, qualifications and 
performance, peer review records, Internal Review records, statements 
of physical and mental health.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1102 and 5132; 
and E.O. 9397 (SSN).

Purpose(s):
    This system relates to the Bureau of Medicine and Surgery's Quality 
Assurance/Risk Management Program. It is used to review the quality and 
appropriateness of are provided to patients; investigate analyze, and 
report accidents, injuries, and other incidents which may be related to 
patient care or safety; to identify health care providers with known or 
suspected deficiencies or impairments which may affect patient care or 
safety or be the subject of professional negligence claims.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C.

[[Page 35668]]

552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    With the exception of the subject of a quality assurance act, the 
identify of any person receiving health care services from the 
Department of Defense of the identify of any other person associated 
with the department for purposes of a medical quality assurance program 
that is disclosed in a medical quality assurance record shall be 
deleted from that record or document before any disclosure of such 
record is made outside the Department of Defense. Such requirement does 
not apply to the release of information pursuant to the Privacy Act of 
1974, as amended (5 U.S.C. 552a).
    Medical quality assurance record (10 U.S.C. 1102) described herein 
may not be made available to any person under the Freedom of 
Information Act (5 U.S.C. 552).

QUALITY ASSURANCE RECORDS MAY BE DISCLOSED:
    To a Federal executive agency or private organization, if such 
medical quality assurance record or testimony is needed by such agency 
or organization to perform licensing or accreditation functions related 
to Department of Defense health care facilities or to perform 
monitoring, required by law, or Department of Defense Health care 
facilities.
    To an administrative or judicial proceeding commenced by a present 
or former Department of Defense health care provider concerning the 
termination, suspension, or limitation of clinical privileges of such 
health care provider.
    To a governmental board or agency or to a professional health care 
society of organization, is such medical quality assurance record or 
testimony is needed by such board, agency, society, or organization to 
perform licensing, credentialing, or the monitoring of professional 
standards with respect to any health care provider who is a or was a 
member of an employee of the Department of Defense.
    To a hospital, medical care center, or other institution that 
provides health care services, if such medical quality assurance record 
or testimony is needed by such institution to assess the professional 
qualifications of any health care provider who is or was a member or 
employee of the Department of Defense and who has applied for or been 
granted authority or employment to provide health care services in or 
on behalf of such institutions.
    To an officer, employee, or contractor of the Department of Defense 
who has a need for such record or testimony to perform official duties.
    To a criminal or civil law enforcement agency or instrumentality 
charged under applicable law with the protection of the public health 
or safety, if a qualified representative of such agency or 
instrumentality makes a written request that such record of testimony 
be provided for a purpose authorized by law.
    In an administrative or judicial proceeding commenced by a criminal 
or civil law enforcement agency or instrumentality referred to in the 
above paragraph, but only with respect to the subject of such 
proceeding.
    The DoD `Blanket Routine Uses' that appear at the beginning of the 
Navy's compilation of systems notices also apply to this system.


    Note: This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Records are maintained on hard copy forms in filing cabinets.

Retrievability:
    Records are retrieved by full name or Social Security Number of 
health care provider, or other alpha/numeric identifier.

Safeguards:
    Files are monitored during normal working hours by authorized 
personnel and the room or the files are locked at all other times.

Retention and disposal:
    Records are retained at the command to which the health care 
provider is assigned and are transferred to the provider's new command 
upon transfer. When health care providers leave the health care system, 
the Individual Credentials Files are ordinarily retained at a 
provider's last command for 10 years and then destroyed. If the 
provider's Individual Credentials File contains a permanent adverse 
privileging action or an investigation of criminal misconduct, the 
original is forwarded to BUMED for the 10 year retention period and 
then permanently archived. Performance Appraisal Reports and associated 
documents are retained at each command to which a provider is assigned 
for 10 years after the provider leaves the facility and then destroyed.

System manager(s) and address:
    Chief, Bureau of Medicine and Surgery, Navy Department, Washington, 
DC 20372-5300. Commanding officers or Officers in charge of Navy 
Medical Department health care treatment facilities. Official mailing 
addresses are published as an appendix to the Navy's compilation of 
systems of records notices.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to the naval medical facility where the treatment was received or to 
the Chief, Bureau of Medicine and Surgery. Requests should contain the 
full name, Social Security Number, and signature of the individual. The 
individual may also visit BUMED or the health care treatment facility. 
Visitors must possess proof of identification such as I.D. card, 
driver's license, or other identification showing name and a recent 
photograph of the individual.

Record access procedures:
    Individuals seeking access to records about themselves contained in 
this system of records should address written inquiries to the naval 
medical facility where the treatment was received or to the Chief, 
Bureau of Medicine and Surgery. Requests should contain the full name, 
Social Security Number, and signature of the individual. The individual 
may also visit BUMED or the health care treatment facility. Visitors 
must possess proof of identification such as I.D. card, driver's 
license, or other identification showing name and a recent photograph 
of the individual.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    Incident reports relating to patients, staff, and other personnel 
documenting accidents, injuries, and other incidents, together with 
supportive

[[Page 35669]]

correspondence and statements including statistical display and 
summaries.

Exemptions claimed for the system:
    None.
N06320-4

System name:
    Blood Donor Files (September 9, 1996, 61 FR 47483).
* * * * *

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    Add to end of entry `Note: This system of records contains 
individually identifiable health information. The DoD Health 
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the 
Health Insurance Portability and Accountability Act of 1996, applies to 
most such health information. DoD 6025.18-R may place additional 
procedural requirements on the uses and disclosures of such information 
beyond those found in the Privacy Act of 1974 or mentioned in this 
system of records notice.''
* * * * *
N06320-4

System name:
    Blood Donor Files.

System location:
    Organizational elements of the Department of the Navy. Official 
mailing addresses are published as an appendix to the Navy's 
compilation of systems of records notices.

Categories of individuals covered by the system:
    Personnel donating blood or seeking replacement of blood.

Categories of records in the system:
    Blood donation and blood replacement requirement records.

Authority for maintenance of the system:
    5 U.S.C. 301, Departmental Regulations; 21 U.S.C. 600-799; and E.O. 
9397 (SSN).

Purpose(s):
    To record emergency blood requests by blood type, identify donors, 
replace blood provided to cover individuals, and to meet regulatory 
requirements imposed by the Food and Drug Administration.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records or information contained 
therein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552a(b)(3) as follows:
    The DoD ``Blanket Routine Uses'' that appear at the beginning of 
the Navy's compilation of systems notices apply to this system.


    Note: This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Computerized and paper records.

Retrievability:
    Name and Social Security Number.

Safeguards:
    Access provided on a need-to-know basis only. Computerized 
information is password protected and maintained is a locked and/or 
guarded office.

Retention and disposal:
    Records are destroyed when three years old or discontinuance of 
function, whichever is earlier.

System manager(s) and address:
    Policy Official: Chief, Bureau of Medicine and Surgery, 2300 E 
Street, NW., Washington, DC 20372-5300.
    System manager: Commanding officer of the activity in question. 
Official mailing addresses are published as an appendix to the Navy's 
compilation of systems of records notices.

Notification procedure:
    Individuals seeking to determine whether this system of records 
contains information about themselves should address written inquiries 
to the commanding officer of the activity where assigned.
    The request should contain full name, Social Security Number, and 
must be signed.

Record access procedures:
    Individuals seeking access to records contained in this system of 
records should address written inquiries to the commanding officer of 
the activity where assigned.
    The request should contain full name, Social Security Number, and 
must be signed.

Contesting record procedures:
    The Navy's rules for accessing records, and for contesting contents 
and appealing initial agency determinations are published in Secretary 
of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained 
from the system manager.

Record source categories:
    Individual, American Red Cross, blood donors, hospitals, persons 
seeking replacement of blood.

Exemptions claimed for the system:
    None.

[FR Doc. 03-15048 Filed 6-13-03; 8:45 am]
BILLING CODE 5001-08-U